The Grants Pass City Council meeting on September 3, 2025, focused on significant procedural changes regarding the Request for Proposals (RFP) process for a new grant program. The council discussed the need for transparency and fairness in evaluating applications, particularly in light of past issues with intimidation during the application process.

One of the primary topics was the introduction of a new evaluation process that shifts the responsibility from a review panel to the council itself. This change aims to enhance public oversight and ensure that all applications are assessed in a fair and open manner. Council members expressed concerns about potential biases from those who had previously reviewed applications and emphasized the importance of evaluating new proposals based solely on current information.

Councillor Victoria highlighted the need for public awareness regarding the location of proposed projects, advocating for transparency to protect applicants from intimidation. She suggested that documentation related to applications should be made public when legally required.

The council also debated the inclusion of background checks for lead applicants. While some members supported this idea, others pointed out that background checks are typically more relevant for service providers rather than applicants themselves. The discussion revealed a consensus on requiring background checks for employees providing direct services, but not for the applicants as entities.

Another significant point of discussion was the timeline for submitting proposals. Some council members expressed concern that the proposed three-and-a-half-week period might be too short for new applicants, particularly those unfamiliar with the process. The council considered extending this timeline to ensure fairness and allow adequate time for all potential applicants to prepare their submissions.

In conclusion, the council is moving forward with a revised RFP process that emphasizes transparency and fairness while addressing previous concerns about bias and intimidation. The next steps include finalizing the details of the new process and determining the timeline for issuing the RFP, with a focus on ensuring that all applicants have a fair opportunity to participate.